Kaizen Presentation Basics Bill Paolucci July 19, 19 2011 IPFW

Introduction • Report presentation is an essential skill for all professionals p • A presentation should inform, clearly and succinctly • It’s ’ goall is to sell ll a theme h – Financing approval – D Document um a best practice p – Horizontal deployment

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What Makes a Successful Presentation? • The way it is delivered: – – – –

Appropriate length of time L d enough Loud h voice i Relaxed look Evidence of having practiced

• The way it is organized: – – – –

Clear structure, easy to follow Information is consistent with the theme Numeric data is easy to understand Appropriate visual aids

• The way the presenter feels about the topic: – Excitement and passion on the topic – Confidence and positive attitude 3

The Goal of the Presentation • To present information, not an argumentt • To make your theme easily understood • To support your conclusions • To gain support for your work

You need the audience to buy what you are selling… selling

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Presentation Dos • • • •

Use p plenty y of f blank space p Use graphics for clarification Uses numbered sections Use consistent and appropriate formatting • Ensure each part of your report is clear and supports the theme.

Practice, Practice, Practice! Know your material and be comfortable in presenting it.

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Presentation Don’ts • Don’t include careless, inaccurate, or conflicting data • Don’t include outdated or irrelevant data Don’tt run facts and opinions • Don together • Don’t make conclusions and recommendations not supported by your presentation • Don’t make careless mistakes proof f read d and d practice ti • Don’t emphasis appearance at the expense p of content. 6

Handling Questions • Most questions taken from the audience – Are intended to clarify points – Should not be taken personally

• Have someone ask questions during practice to anticipate questions during the presentation. • Remain calm, whatever the tone or intention of the question, and repeat the question before answering. g • You may get nervous during questioning – Don’t make a hasty response – Take a breath and think about your answer before you speak.

• Remember everyone there is on your side and they want you to be successful. successful 7

Sample Kaizen Report Structure • • • • • • • • • • • • • • • •

Title Page Step 1 Team Development Step 2 General Information Step 3 Theme selection Step 4 Activity Plan St 5 Data Step D t Collection C ll ti For F Current C t Situation Sit ti Step 6 Root Cause Analysis / Verification / Identification Step 7 Goal Setting Step 8 Countermeasure Selection & Prioritization Step 9 Countermeasure Plan (Plan) Step 10 Countermeasure Testing (Do) Step 11 Countermeasure Verification (Check) Step 12 Countermeasure Standardization (Act) St 13 C Step Comparison i Summary S Step 14 Impact Analysis Acknowledgement of audience

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Sample Presentation Guidelines • Template: Kaizen Report Master – Includes suggestions – Slides have clarification points

• Project Title: The title should tie directly to the theme. theme • Report Background: Plain dark color such as black or blue • Font: Comic Sans, minimum 20 point • Font Color: Preferred is white bold – Make sure colors other than white can be read. – Improve text visibility with a white text box

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Sample Presentation Guidelines (cont’d) • Graphics: Use pictures, charts, and data as illustrations,, especially p y before & after. • Each slide should have a message, summarized in a text block – Use animations to highlight your summary block – Keep the words on the slides to a minimum • Summarize whenever possible • Emphasis the analysis.

• The p presentation should flow – Keep the designated sequence – Make sure one slide leads into the next.

A Picture Is Worth A Thousand Words 10

Sample Presentation Guidelines (cont’d) • Presentation Team

– Use 3 presenters or less – If the presentation requires more people include them. – Assign g each person p a segment g of the presentation p

• Time

– Presentation 15 minutes – Questions 15 minutes

• Presenter Tips

– Communicate your experiences in your own words. – Try T to t focus f on the th using i the th tools t l nott on the th project j t results. – Don’t restate what is on the slides add to what is shown.

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Any Questions?

Review the Presentation Master on the website